The Way Home’s Coordinated Access...
Transcript of The Way Home’s Coordinated Access...
The Way Home’sCoordinated Access System
Houston/Harris CountyContinuum of Care
Cities that fit into Houston & ETJ Comparison
• On January 29, 2015, there were 4,609 people experiencinghomeless in Houston/Harris County– 1,950 (42%) staying in a place not meant for human habitation– 2,659 (58%) staying in emergency shelters, transitional housing, or
safe haven.– 14% decrease compared to 2014– 46% decrease compared to 2011
• Increase in number in PSH– 140% since 2011
• Approximately 1 in 7 identified as chronically homeless• Only 3 chronically homeless families identified• 2 in 5 had substance abuse problems• 2 in 5 had mental health issues• 1 in 8 was a veteran
Homeless in Houston (2015 PIT)
PermanentSupportive
Housing
Faith-BasedPrograms
andMinistries
Healthcare&MH
Providers
211United
WayMeal
ProgramsDrop-InCenters
StreetOutreach The VA
DV/Sexual AssaultCrisis Centers and
Shelters
CriminalJusticeSystem
Emergency Shelter Safe Havens
Transitional Housing
Affordable/FairMarket Housing
Access to Housing in the Past
Access to Housing Today
• Easily Accessible (Phone line pilot)• Multiple Access Points (Assessment Hubs)Access
• Standardized Assessment Tool• HMISAssess
• Central Referral System• Eligibility Matching in HMISAssign
• System (CoC & Coalition) Oversees the Process• Closes Side Doors• Monitors referrals and denials
Accountability
Coordinated Access Key Components
• Five Assessment Hubs• Day shelter, VA Drop-In Center, Family Shelter
– Repurposed staff, dedicated to the system• Easily accessible, all on bus lines• Have frontline staff dedicated to intake and process• Primary Assessment Hub has own dedicated
entrance• Intake line being piloted with Harris Health & Harris
County Jail
Access
• Housing Assessors document homeless andhousing history and related barriers using commonassessment tool
• Obtain consent from client for sharing with providers– Client signs electronically via mouse or tablet
• Vulnerability Index Assessment (VI) for PSH only• Next step assessment tools for RRH only
Assess
Housing Assessment
Vulnerability Index Assessment (PSH only)
RRH Singles Next-Step
RRH Family Next-Step
Youth Next-Step
• Match the recommended type of intervention to aprogram in the CoC that can provide the rightservices
• Use HMIS to check availability, create a reservation,& make a referral
• Housing Navigators assist clients from referral tolease up
Assign
Housing Match (PSH)
Homeless ServicesHousing Eligibility
Housing Type Matching(Eligibility Engine)
VulnerabilityIndex
Housing/ProgramMatching
ElectronicReferral
RequiredDocuments
List
PermanentSupportive
Housing
Rapid Re-Housing
CoordinatedAccessTriage
Workflow
Add or EditClient
ClientInformation
(includes ROI)
ConsolidatedWait List
Units Available(Y)
Units Available(N)
Coordinated AccessHMIS Workflow
Coordinated AccessHMIS Workflow
Interested inDV or VAservices Singles
Triage ToolFamily
Triage ToolYoung AdultTriage Tool
Housing Match (RRH)
Waitlist (PSH - CA Staff Only Access)
Waitlist (RRH)
Client Dashboard
Shows if client hasbeen assessed,waitlisted, housed, ifthey are chronic, &what the VI score is
Shows if client hasbeen assessed,waitlisted, housed, ifthey are chronic, &what the VI score is
CA Staff Dashboard
Future check-outsFuture check-outs
Accountability
• Determine if Coordinated Access is working• Monitor the Coordinated Access System; dashboards• Refine the system based on data• Provide updates to the CoC• Monitor referrals & denials; facilitate case consultations if
needed• Develop policies & procedures & revise as necessary• Provide scoring for the NOFA
CA Fact Sheet
GovernanceCA Implementation
Project Manager
CA WorkgroupPermanent
Supportive HousingWorkgroup
Rapid Re-HousingWorkgroup CA Transition Team Special Population
Workgroups
CA ProgramManager
Implementation Team
Roles and Responsibilities
CA ImplementationProject Manager
• COC Lead or neutral party
• Manage and support allparticipating partners throughimplementation
• Develop Project ManagementWorkbook and Action Plans
• Facilitate Workgroups• Trouble shoot• Hold on to the VISION
CA ProgramManager
• COC Lead agency staff person
• Manage and support allparticipating partners
• Maintain oversight of all manualprocesses during implementation
• Facilitate case conferences• Oversee CA data and performance• Develop CA MOU’s• Manage ongoing CA operations
Roles and ResponsibilitiesCA Workgroup
• Senior leadersfrom provideragencies, city andcountyleadership,HousingAuthorities andCOC Lead, VA, etc.
• Higher level decisionmaking andcommunity planning
• Develop CA BusinessRules
• Develop HousingModels
PSH Workgroup
• PSH providersthroughout thecommunity,HousingAuthorities, andCOC Lead
• Standardize eligibilitycriteria
• Standardizedocumentationrequirements
• Standardizeenrollment andreferral processes
• Eliminate individualwaitlists
RRH Workgroup
• RRH providersthroughout thecommunity andCOC Lead
• Standardize eligibilitycriteria
• Standardizedocumentationrequirements
• Standardizeenrollment andreferral processes
CA TransitionTeam
• Staff (mid-level and seniorstaff) from any agency directlyimpacted by CA
• Operationalize all CA plans
Special PopulationWorkgroups
• Staff (mid-level and seniorstaff) from any provideragency that has potential forCA integration
• Develop alternative strategies forintegration into CA system
Roles and Responsibilities
• Project Manager develops a Project Management Workbook– Driving work for each workgroup
• CA Transition Team develops a phased roll out Action Plan– Driving specific logistical tasks that need to completed in specific
timelines• Staffing• Community-wide Communications• CA Staff Training• Each phase of roll out has specific targets/goals• Tie targets/goals to resources• Develop client flows for each CA location that do not
disrupt existing operations
Action Planning
• Phase I- 1/6/14-4/1/14– Build out the basic CA workflow in HMIS– Get 2 CA locations staffed and functioning– House 25 individuals and 5 families
• Phase II- 4/1/14-7/1/14– Continue HMIS build out, resolve Phase I issues, build out waitlist, and identify
performance needs for HMIS– Get 1 more CA location staffed and functioning, begin testing CA Call Center, and
add 1 Mobile Outreach CA Assessor– House 75 households
• Phase III- 7/1/14-11/1/14– Continue HMIS build out, resolve Phase II issues, incorporate performance
measures and reporting abilities– House 100 households– Clear existing provider waitlists– Close the side doors
Phased Roll Out
• Phase 1 HMIS Build Out Complete (January 2014)
• Phase 2 HMIS Build Out Complete (June 2014)
• Referrals through HMIS can display outcomes
• RRH Pilot rolled out (January 2015)
• Complete collaboration between agencies and housing authorities
• 5 Hubs Are Up and Running Beacon, Star of Hope Women & Family & Men’s Shelter, Salvation Army, & VA
Drop-In Center 13 Housing Assessors and 4 Housing Navigators, including an Outreach
Assessor/Navigator
• Call-In option being piloted with jail diversion project & county hospitals
• Real-time unit availability in HMIS; 1500 PSH beds
• 489 PSH & over 700 RRH units online through the end of 2015
• 3160 clients assessed (500-600 have left the system), 531 PSH (avg 100 days), 496RRH (avg 104 days)
Progress to Date
• Locating clients that are next to be housed
• Length of time in locating clients and/or units (CBCissues, documenting homelessness)
• Providers not updating bed data promptly
• Providers enrolling clients outside of CA (monthlyreports)
• Intake line needs expanded hours
• Providers not accepting referrals (has gotten better)
Challenges
• Workgroups meet when there is WORK!
• Special population groups can be challenging, start ASAP– ROI’s– Use of HMIS or other data management systems
• Electronic build outs take longer than expected
• Technology and staffing require repurposing and/or finding new funds
• The shift in THINKING is much more challenging than the shift in OPERATIONS– Community Data, not Agency Data– Repurposed CA staff are not “helping out” a new system, they are the new system– A Good Fit, not Eligibility– There is a housing option for everyone– The clock starts the day CA staff say, “Hello, nice to meet you”!– This is not a pilot or a demonstration project, this is our
HOMELEES RESPONSE SYSTEM
Things to Consider
For more information visit:www.thewayhomehouston.org
Or email:[email protected]
The Way Home is a coordinated system to endchronic and veteran homelessness by 2015, to end
family and youth homelessness by 2020, and tobuild a system in which nobody has to be without
permanent housingfor more than 30 days.
Thank You!